Emergency Conditions Procedures

Overview

Wright State University is committed to maintaining safe, informed, and coordinated operations during emergencies and severe weather. These procedures outline how the Dayton and Lake Campuses adjust operations when conditions require changes to normal schedules and supplement Policy 13220 by providing a unified framework for communication and decision-making during disruptions.

These procedures explain expectations for campus operating status, employee reporting, academic continuity, faculty responsibilities, student employees, clinical placements, research continuity, and other activities affected by changes in university operations.

Communication of Status Changes

All changes in operating condition will be communicated through official university channels, including:

• Wright State Alert via text, voice, and email;
• Official wright.edu email addresses;
• The university website and social media accounts; and
• Local and regional mass media outlets.

All communications will include a start time and an anticipated end time. Extensions or changes in conditions will be announced as needed. When feasible, weather-related announcements will be made no later than 5 a.m. No change in operating status is official until it has been communicated through these channels.

Academic Continuity Expectations

When classes are cancelled or a campus is closed:

• All in-person and online synchronous classes will not meet during the closure period.
• Fully Online/No Set Meet Time (asynchronous) classes will continue without interruption.

Emergency Operating Conditions

Under Policy 13220, the university campuses may operate under one of four defined conditions. Unless otherwise noted, operating conditions may apply independently to the Dayton Campus and Lake Campus.

Condition 1: Normal Operations

• Both campuses are open and operating as scheduled.
• All classes and activities proceed normally.
• Events occur as planned.
• Employees report according to their regular work schedules.

Condition 2: Campus Open, Classes Cancelled

• One or both campuses remain open, but all classes at that campus are cancelled for a defined period.
• All in-person and online synchronous classes will not meet during the cancellation period.
• Fully Online/No Set Meet Time (asynchronous) classes continue without interruption.
• Campus offices remain open, and events may continue as planned.
• Employees report to work unless otherwise directed.
• Essential services continue.

Condition 3: Modified Operations — Localized Impact

A specific portion of a campus, such as a building, facility, or defined area, is closed. This may occur because of a power outage, fire alarm, or similar event.

• Classes scheduled in the affected area are relocated unless cancelled at the discretion of the Provost.
• Fully Online/No Set Meet Time (asynchronous) classes continue without interruption.
• Events in the affected area may be cancelled or relocated.
• All other campus operations remain open.
• Employees assigned to the affected area may be reassigned, directed to work remotely, or given alternative duties.

Condition 4: Campus Closed

• One or both campuses are closed for a full or partial day, including a delayed opening, early dismissal, or full-day closure.
• Communications regarding a campus closure will include a specific start and end time. Any extension of the closure will be communicated.
• All in-person and online synchronous classes will not meet during the closure period.
• Fully Online/No Set Meet Time (asynchronous) classes continue without interruption.
• Events are cancelled unless authorized by the President or designee.
• Employees will work in person on campus, work remotely, or receive closure pay in accordance with the applicable sections of these procedures.

Employee Categories During Campus Closures

Each year, supervisors must categorize and notify every employee in their chain of command by October 15, or upon hire, using one of the following designations.

Essential In-Person Personnel

Essential in-person personnel are required to report to work in person during a campus closure.

• This designation typically includes positions supporting life safety, public safety, facilities, residential operations, and other critical functions.
• Any employee expected to be on campus during a closure will be notified in advance by their supervisor in accordance with these procedures.
• These employees should be issued a yellow or red Wright One Card to help ensure their ability to travel to campus during snow emergencies.
• Employees who are unable to report because of safety or other concerns must notify their supervisor to discuss appropriate leave options.

Remote-Required Personnel

Remote-required personnel are required to work remotely during campus closures.

• All employees at the Director or Chair level and above, including Program Directors, are automatically designated as remote-required.
• Supervisors may designate additional employees at any level as remote-required based on operational needs.
• Employees in this classification who are unable to work remotely because of a power outage, childcare concerns, or other issues should notify their supervisor and use vacation or other leave as appropriate.

Non-Required Staff

Non-required staff are not expected to work in person or remotely during closures unless designated by their supervisor on an emergency basis.

Faculty

Faculty shall not hold synchronous classes during a closure but are expected to continue work that can reasonably be performed remotely. Examples include, but are not limited to:

• Preparing course materials;
• Grading;
• Responding to students;
• Participating in virtual meetings;
• Conducting scholarship; and
• Completing administrative tasks.

Employee Designation and Remote-Work Readiness

A list containing each employee's designation must be submitted to the HR Business Partner for that college or unit before employee notifications are delivered.

Supervisors must ensure that remote-required employees are fully prepared to work off-site during a closure or emergency. This includes:

• Access to a take-home laptop or other approved device;
• Confirmed access to the university's VPN;
• Access to all required software and shared drives;
• Reliable internet access; and
• Clear expectations regarding work and availability.

Remote-work readiness should be reviewed and confirmed annually. Remote-required employees should remain prepared during periods of severe weather by ensuring they have reliable access to their university-issued device, VPN, and required systems.

Access to Campus During Snow Emergencies

During snow emergencies, non-essential employees must remain off campus so crews can safely and efficiently clear roads, walkways, and parking lots. Unless authorized by a Vice President or Dean, non-essential employees shall not travel to campus until the designated reopening time.

Meetings During Campus Closures

In-person meetings during a closure may occur only with authorization from the appropriate Vice President or Dean. All other meetings should shift to a remote format when all participants are designated as remote-required employees. Meetings involving non-required staff should be postponed when possible.

Employee Pay During a Campus Closure

The following guidelines apply to employee pay during a campus closure.

Employees on Pre-Approved Leave

Employees who are on pre-approved leave at the time of a closure:

• Remain on leave during the scheduled leave period;
• May not convert leave time to closure pay or remote-work status; and
• Resume duties according to the original leave schedule.

Fully Remote Operations

During extended periods of severe weather or other conditions expected to affect campus operations, the university may temporarily transition to fully remote operations while closing the physical campus to all except essential or otherwise authorized personnel.

During a fully remote period:

• All classes are expected to continue remotely. In-person classes should transition to remote delivery for the designated period, while classes already offered remotely continue as scheduled.
• Employees whose job duties can be performed remotely are expected to work remotely for the duration of the designated period.
• Employees whose job duties cannot be performed remotely should work with their supervisor to determine the appropriate arrangement. Depending on operational needs and circumstances, this may include authorization to work on campus, use of available leave, reassignment to other appropriate work, or another arrangement approved by the supervisor.

A transition to fully remote operations is distinct from a campus closure, and closure pay does not apply.

Employees and students should monitor official university communications for the start and anticipated end time of fully remote operations and any subsequent changes in operating status.

Employees Assigned to Alternate Work Sites

Employees whose regular work location is an external organization or partner site, such as a hospital, clinic, school, or other affiliated institution, are expected to follow the operating status and closure procedures of that host site.

Employees should monitor the host site's official communications and comply with its reporting and safety expectations.

• When the host site remains open, employees are expected to report as directed by that site, regardless of Wright State's campus operating status.
• When the host site is closed, employees should follow the host site's closure guidance and notify their Wright State supervisor.
• Supervisors may approve working on campus, remote work, or use of leave when appropriate and consistent with operational needs.

Student Employee Expectations During Campus Closures

Student employees should not work, either in person or remotely, during a closure unless explicitly authorized by a Vice President or Dean. Students who work receive regular hourly earnings; students who do not work do not receive pay for closure hours.

Clinical Placements, Student Teaching, and Other Experiential Learning

Clinical placements, practicums, internships, student teaching, and similar experiential learning activities follow the operating status of the host site.

• Students attend if the host site remains open unless directed otherwise by the site or supervising faculty member.
• If the host site closes while the campus remains open, students do not attend and should communicate with their supervising faculty member.
• Students in Nursing and/or the Boonshoft School of Medicine should follow the protocols established by their program.

Research Continuity During a Closure Period

Research may continue in person during closures when feasible and when appropriate personnel have been designated as essential in advance.

• Remote-capable research, such as writing, analysis, and grant work, may continue without additional approvals.
• Essential on-site research, including animal care, time-sensitive experiments, and equipment monitoring, may require individuals to report.
• All non-essential on-site research labs remain closed during the closure.
• Principal Investigators must maintain research continuity plans and communicate expectations to research teams.

Personal Safety When Campus Remains Open

Consistent with university policy, if the campus remains open but an individual determines that it is unsafe for them to travel, they must notify the appropriate university representative:

• Employees: Notify your supervisor.
• Students: Notify your faculty member.

Employees and students should discuss available options, expectations, and applicable policies, such as leave use or academic accommodations.

Individuals are encouraged to exercise personal judgment and prioritize safety.

Accommodations

Faculty and supervisors are expected to collaborate with the Office of Disability Services to ensure continued access and compliance with accommodations during all emergency conditions, including in-person modifications or digital delivery of services.

Questions?

• Students: Contact your instructor or the Dean of Students.
• Students in clinical placements or field experiences: Contact your host site and program coordinator.
• Employees: Contact your supervisor or Human Resources at human_resources@wright.edu.
• Research personnel: Contact your Dean's office or the Office of Research and Sponsored Programs.